ERM Wage and Contribution Report - File Layout and Data Mapping

Payroll Date

The date the payroll was distributed to employees (check, direct deposit).

All of the detail transactions must be associated with this payroll date.

Date

8

The format is MMDDYYYY.

Required

Row Count

The number of transaction records included in the file to be uploaded.

This number will be compared with the actual number of records ERM reads to ensure all records were captured in the upload.

Integer

9

Not applicable

Required

Unused Field

It only applies to specific employers.

Alphanumeric

5

Not applicable

Optional

Submission Unit Number

This was formerly the seven-digit Employer Number. The new field name is Submission Unit Number.

Submission Unit is represented by seven digits in two parts – four digits and three digits.

• PERF: Typically, four digits, followed by three zeros. Fill in all digits. For example, 0550-000 will be 0550000.

• TRF: Typically, two digits representing the Employer Account Number, followed by the Unit Code, which is one – three digits. Fill in all digits. For example, 99-12 will be 0099012.

Alphanumeric

7

Retrieved from the Submission Unit Number field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Required

Submission Unit Fund

Defines which Retirement Fund this Submission Unit reports Wages and Contributions to.

Alphanumeric

4

Retrieved from the Submission Unit Fund field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Valid values:

• PERF - Public Employees Retirement Fund

• TRF - Teachers Retirement Fund

• PA - Prosecuting Attorneys’ Retirement Fund (PARF)

• JU - Judges

• 77 - 1977 Fund

• CE - Conservation Enforcement Officers' Retirement Plan (Excise Plan)

Required

Social Security Number

The employee’s nine-digit Social Security number.

It must be zero-filled.

Integer

9

Retrieved from the Social Security field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Required

At least two of the following are required for validation:

• Social Security Number

• Pension ID

• Last Name

Pension ID

The nine-digit code identifying the employee's pension account.

It must be zero-filled.

Integer

9

Retrieved from the Pension ID field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Required

At least two of the following are required for validation:

• Social Security Number

• Pension ID

• Last Name

Last Name

The employee’s last name.

Alphanumeric

30

Retrieved from the Last Name field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Required

At least two of the following are required for validation:

• Social Security Number

• Pension ID

• Last Name

Pensionable Wages

The total amount of the employee's pay period wages.

• For PERF employers offering both plans, only the member’s Wages should be submitted until the member makes a plan election.

• For TRF employers, only the member’s Wages (regular, FSP, severance) and Service Days should be submitted until the member makes a plan election.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Wages field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Mandatory Post-Tax Contributions

The total amount of the employee's mandatory post-tax contribution.

This is the 3% Mandatory Contribution the employee pays - Post-tax.

The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Mandatory Post-Tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Mandatory Pre-tax Contributions

The total amount of the employee's mandatory pre-tax contribution.

This is the 3% Mandatory Contribution the employer pays - Pre-tax.

The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Mandatory Pre-Tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Employer Share

The total amount of the employer share for the pay period.

This only applies to employees enrolled in the Voluntary Pre-Tax plan before 1/1/2018.

For PERF employers offering both plans:

• Employer Share for Hybrid members= Member’s Wages x ER Share Percent

• Employer Share for My Choice members= [(Normal Cost % x Member’s Wages) + (Supplemental Cost % x Member’s Wages) + (Matching Component % x (Member’s Voluntary Pre-Tax amount1 + Member’s Voluntary Post-Tax amount))]

For TRF employers:

• Employer Share for Hybrid members = (Member’s Wages – FSP Wages) x ER Share Percent

• Employer Share for My Choice members = {[Normal Cost % x (Member’s Wages – FSP Wages)] + [(Supplemental Cost % x (Member’s Wages – FSP Wages)]}

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Employer Share field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

FSP Wages

The total amount of the employee's FSP (Federally Supported Program) wages for the pay period.

This is only for TRF.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the FSP Wages field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

FSP Contributions

The total amount of the employee's FSP (Federally Supported Program) contribution for the pay period.

This is only for TRF.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the FSP Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

HEP Contributions

The total amount of the employee's HEP (Higher Education Program) contribution for the pay period.

This is only for TRF.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the HEP Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Credited Days

The total number of days taught in the pay period.

This is only for TRF.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

3

Retrieved from the Days Total field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Member Voluntary Post-tax Contributions

The total post-tax amount of the employee's voluntary contribution to TRS (Teachers Retirement System).

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Voluntary Post-tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Member Voluntary Pre-tax Contributions

The total pre-tax amount of the employee's voluntary contribution to TRS (Teachers Retirement System).

This only applies to employees enrolled before 1/1/2018.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Voluntary Pre-tax Contribution field on the Wages and Contribution Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Last Day in Covered Position

The date of the employee's last day in a covered position.

Used if the employee is moving from a covered position to a non-covered position and represents the last day worked in the covered position.

Date

8

Retrieved from the Last Day field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Last Day in Pay

The employee's last pay date if the employee was terminated.

Date

8

Retrieved from the Last Pay field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Last Check Date

The date the employee's last check was issued.

Date

8

Retrieved from the Last Check field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Conditional

It is required if there is a date in the Last Day in Pay field.

Severance Wages

The total amount of wages the employee received as severance.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Severance Wages field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Severance - Mandatory Post-tax Contributions

The total post-tax amount of the employee contribution on severance.

This is the 3% Mandatory Contribution the employee pays on Severance Wages - Post-tax.

The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Severance Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Severance - Mandatory Pre-tax Contributions

The total pre-tax amount of the employee contribution on severance.

This is the 3% Mandatory Contribution the employer pays on Severance Wages - Pre-tax.

The employer must submit the mandatory contributions as pre-tax for TRF members electing the My Choice Plan.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Severance Pre-Tax Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Severance - Employer Share

The total amount of the share the employer pays to the employee.

This only applies to employees enrolled in the Voluntary Pre-Tax Contribution plan before 1/1/2018.

For PERF employers offering both plans:

• Severance - Employer Share for Hybrid members = Member’s Severance Wages x ER Share Percent

• Severance - Employer Share for My Choice members = [(Normal Cost % x Member’s Severance Wages) + (Supplemental Cost % x Member’s Severance Wages) + (Matching Component % x (Member’s Voluntary Pre-Tax amount1 + Member’s Voluntary Post-Tax amount))]

For TRF employers:

• Severance Employer Share for Hybrid members= Member’s Severance Wages x ER Share Percent

• Severance Employer Share for My Choice members= [Normal Cost % x Member’s Severance Wages) + (Supplemental Cost % x Member’s Severance Wages)]

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Severance Employer Share field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Severance - Member Voluntary Post-tax Contributions

The total amount of the employee's post-tax voluntary contribution on severance pay.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Severance Voluntary Post-tax Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Severance - Member Voluntary Pre-tax Contributions

The total amount of the employee's pre-tax voluntary contribution on severance pay.

This only applies to employees enrolled before 1/1/2018.

If the amount is less than zero, include a hyphen at the beginning of the field. Negative amounts are used for adjustments.

Integer

9

Retrieved from the Severance Voluntary Pre-tax Contribution field on the Separation Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Optional

Pay Period Start Date

The reporting period pay start date.

Date

8

Retrieved from the Pay Start Date field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Required

Pay Period End Date

The reporting period pay end date.

Date

8

Retrieved from the Pay End Date field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Required

Record Type

The type of record for this transaction.

Alpha

1

Retrieved from the Record Type field on the Employee Information tab of the Employee Information page accessed from the IN ERM Wage and Contribution Report page.

Valid values:

• R - Regular

• A - Adjustment to Regular Pay

• S - Settlement Adjustment

Required